DIRECTORATE OF EDUCATION (PRIMARY) MAHARASHTRA CENTRAL BUILDING, PUNE-1 SHORT NOTICE TENDER DOCUMENT FOR

DIRECTORATE OF EDUCATION (PRIMARY) MAHARASHTRA CENTRAL BUILDING, PUNE-1 SHORT NOTICE TENDER DOCUMENT FOR Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State Name : Address and Contact : 1

SCHEDULE Tender Reference Price of Tender Document E.M.D. Online Sale of Tender Document Online Bid of Preparation Bid Closing Online Submission of Bid TENDER NOTICE NO. 1/Transport Text Book/M.P.S.P./2012-13 Rs. 15,000/- (Rupees Fifteen Thousand Only) Nonrefundable. Rs.20,00,000/- to be submitted upto 28/3/2013 upto 15.00 hrs. From 11/03/2013 To 31/03/2013 upto 16.00 hrs. From 11/03/2013 To 01/04/2013 upto 13.00 hrs. From 01/04/2013 13.01 hrs. To 01/04/2013 upto 15.00 hrs. From 01/04/2013 15.01 hrs. To 02/04/2013 upto 15.00 hrs. Online Technical Bid opening Online Commercial Bid opening Place of Opening of Tender (Technical and Commercial) On 03/04/2013 at 11.00 hrs. On 04/04/2013 at 11.00 hrs. Director of Education,Primary, Central Building,Pune -1 Address for communication and Tel. and Fax. Nos. Director of Education,Primary, Central Building,Pune -1 Telephone No. Fax No. 2

DIRECTORATE OF EDUCATION,PRIMARY,CENTRAL BUILDING,PUNE -1 SHORT NOTICE TENDER DOCUMENT FOR Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State NOTICE INVITING TENDERS (NOTICE E - TENDER PROCESS) E - Tenders for transportation of free textbooks and exercise books from Balbharti godown to block level, are invited by the Director of Education, Primary, Central Building, Pune -1, from eligible Transporters / Transport contractors. 1 Name of Work: Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State. 2 Place of Supply: Total 355 blocks and22 Municipal Corporations. 3 Time Limit For Supply: within 45 working Days. 4 Bid Security: Rs. 20 Lac. Bid security should be in form of Demand Draft / Bank Guarantee of any nationalized / scheduled bank in favor of Accounts Officer, DIRECTORATE OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 payable at Pune. The bidder shall submit the DD of bid security to DIRECTORATE OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1, on or before the time of opening of technical bid, failing this will cause a rejection of bid as non responsive. 5 Validity of Bid: 60 days from the last date of submission. 6 Validity of the contract and Rate:. The Contract & rates accepted by Directorate of Education (Primary) Pune will be valid for 1 Year from the date of issue of final firm work order 7 Issue of Blank Tender Forms: From 11/03/2013 to 31/03/2013 up to 16.00Hrs. The prospective bidders shall download the Tender forms from the website www.maharashtra.etenders.in 3

8 Cost of Blank Tender Form: Rs. 15,000/- (Non Refundable) in the form of Demand Draft in favour of Accounts Officer, DIRECTORATE OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 9 Submission of Tender Fees & EMD Upto 15.00 hrs. on 28/3/2013 at Account Office at Directorate of Education (Pri.), Central Building, Pune 1. 10 Bid Preparation 11/3/2013 to 1/4/2013 up to 13:00 Hrs. 11 Bid Closing : On 01/04/2013 From 13:01 to 1.4.2013 upto 15.00 Hrs. 12 Submission of completed Bid: From 1/4/2013 15:01 hrs to 2/4/2013 upto 15.00 Hrs. The Prospective Bidders shall finally upload the completed tenders on the website as mentioned above before stipulated time. 13 Opening of Technical Bid: On 3/4/2013 at 11.00 Hrs at the office of the Director of Education,Primary, Central Building,Pune -1 14 Opening of Commercial Bid: on On 4/4/2013 at 11:00 Hrs. at the office of the Director of Education, Primary, Central Building, Pune -1. 15 Qualification Criteria:. (i) The bidder should have capacity to carry out the work within time frame so that books can be made available to students from academic year and therefore the bidder should have achieved a minimum financial turnover of Rs. 08 ( Eight) Crore per annum continuously for last three years. (ii) The bidder should have achieved a minimum financial turnover of 25% of above annual turnover with the Government departments from transportation. (iii) The bidder should have transport experience of at least 30,000 MT per year in last three years. Note: i) Earnest Money Deposit (E.M.D.) exemption certificate shall not be considered to anyone and every bidder shall have to submit EMD along with the offer. 4

ii) DIRECTOR OF EDUCATION,PRIMARY,CENTRAL BUILDING,PUNE -1 reserves right to reject any or all tenders without assigning any reason thereof. SECTION (I): INSTRUCTIONS TO BIDDERS (ITB) NAME OF WORK: Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State. In all the contents mentioned anywhere in this tender the owner/employer is Director of Education, Primary, Central Building, Pune -1 and the competent authority is also Director of Education, Primary, Central Building,Pune -1. The use of word DIRECTOR OF EDUCATION,PRIMARY,CENTRAL BUILDING,PUNE - 1anywhere in the contents, to mean the owner of work shall have by similar and same meaning as in Director of Education, Primary, Central Building, Pune -1, unless otherwise so required. 1) SCOPE OF BID: As per the tender document. 2) ELIGIBLE BIDDERS: As per the tender document. 3) QUALIFICATION OF BIDDER 1) To be eligible for award of the contract, the bidder shall provide satisfactory evidence to the Employer of their eligibility, capability and adequacy of resources to carry out the work / contract effectively. For the purpose of this, all bids submitted shall include the information in relevant formats. 2) For the purpose of this contract, the bidder shall meet the qualifying criteria as mentioned in Tender document. 5

4) COST OF BIDDING: The Bidder shall bear all costs associated with the preparation and submission of the Bid and the Employer will in no case be responsible and liable for those costs. 5) CONTRACTORS TO GET ACQUAINTED THEMSELVES FULLY: The Bidder are advised to ensure the information that may be necessary for preparation of the bid. A declaration to this effect will have to be signed by the bidder in the format prescribed. 6) BIDDING DOCUMENT: CONTENTS OF BID DOCUMENT: The following documents shall be part of Contract - 1) Any modification or amendment issued by Employer prior to Bid submission date, along with documents submitted for prequalification. 2) Correspondence between the employer and contractor after opening the bid and prior to letter of acceptance. 3) Agreement on Stamp paper. 4) Letter of Acceptance and Work Order. 5) Tender Notice and Detailed Tender Notice. 6) Instructions to Bidders. 7) General Conditions of Contract. 8) Amendments to the Conditions of Contracts 6

7) AMENDMENTS TO BIDDING DOCUMENTS: At any time prior to the deadline of submission of bid, the Employer may for any reason, whether at his own initiative or in response to the clarification requested by a prospective bidder, modify the bid document by issuance of addendum. The addendum will be uploaded on the web site. The bidder shall download the same from website and incorporate the same in the bid and will be binding on the bidders. 8) PREPERATION OF BID : LANGUAGE OF THE BID: The language of bid shall be English. 9) DOCUMENTS COMPRISING BID: The bid to be prepared by bidder shall comprise of the form of bid and appendices thereto, the bid security, the information on eligibility and qualification. Relevant information and any other material required to be completed and submitted in accordance with the ITB embodied in bid document and standard contract document. The forms and data provided in this document shall be used without exception. 10) BID PRICES: The bidder shall quote his offer as prescribed in Form of Bid, to be submitted as per procedure set in Tender Document 1) The price quoted by bidder shall include all the costs including all taxes, duties and such charges except for exemption if any provided for this contract. 2) The rates and prices quoted by bidder shall be valid for the original contract period as well as during extensions for any increase or decreasing quantity. 3) The rate quoted by The Bidder shall be a Lump Sum rate for one unit of MT from Balbharti godown to Block level including loading, unloading of books 7

maximum two times including loading and unloading of books for sorting of books at district level. 4) The rate quoted by the Bidder shall be same for all locations in the state. The insurance of the material transported shall be made by the contractor and no extra charge will be given for the same. 11) CURRENCY OF BID AND PAYMENT: All prices and rates quoted by the bidder shall be entirely in Indian Rupees only. All the payments shall be made in Indian Rupees only. 12) BID VALIDITY: Validity of the bid shall be 60 working days and shall be reckoned from the last date of submission of bids and thereafter until it is withdrawn by notice in writing duly addressed to the authority opening the bid. Such withdrawal before 30 working days shall effective from the date of receipt of notice by the Employer. 13) EARNEST MONEY DEPOSIT: 1) The Bidder shall furnish as a part of his bid an Earnest Money Deposit (EMD) as mentioned in tender notice. Bid security / EMD shall be Rs. 20 Lac. 2) If EMD is not submitted within pre-scribed date, the bid will be rejected by the Employer as non responsive. 3) If after submitting the bid, the bidder withdraws his offer or modifies the same or if after acceptance of bid fails or neglects to furnish the performance security within prescribed time, without prejudice to any rights or powers of the Employer here under or in law, the Employer shall be entitled to forfeit the full amount of Earnest Money deposited by the bidder. 4) The amount of earnest money will be refunded without any interest to the unsuccessful bidders after the work order is being issued to the successful bidder, 8

it is the responsibility of the unsuccessful bidder to take the refund of EMD by giving written application. 14) FORMAT AND SIGNING OF BID: 1) All pages of the bid document in original shall be signed by a person duly authorized to sign on behalf of the Bidder. All pages of the bid where entries or amendments have been made shall be initialed by the person signing the bid. 2) The bid shall contain no alterations or additions, except those to comply with instructions issued by the Employer, or as necessary to correct errors made by the bidder in which case such corrections shall be initialed by the person signing bid. 15) SUBMISSION OF BIDS: 1) MANNER OF SUBMISSION OF TENDER AND ITS ACCOMPANIMENTS: The tender shall be submitted online only. 2) Technical Bid: I. Scan Copies of demand drafts submitted for EMD and Tender Fess. II. Company Registration Company Profile / Firm profile III. Audited balance sheets and financial statement for last three years i.e. 2009-10, 2010-11 and 2011-12. IV. A certified documents in support of turnover and experience. V. Any other additional documents/profile etc. in support of technical qualifications. VI. PAN Card Copy. VII. Service Tax Registration Certificate.. VIII. The transport firms shall certify that they have adequate arrangement of labourers for loading and unloading of trucks. 9

IX. The transport firm shall also certify that each truck has sufficient number of tarpaulins for each truck to cover the packages of books. X. requirement like planks to serve as ladder. XI. The transport firm shall be a bonafide firm having at least 3 years experience in transportation supported by documentary evidence. XII. An affidavit on a non-judicial stamp paper of Rs.100/- stating that the transport firm has never been black listed by any of the Central Govt./ State Govt. XIII. firm registration copy. XIV. The certificate issued by the Chartered accountant showing turnover per annum for last three years. XV. The document showing that bidder have achieved a minimum financial turnover with the Government departments from transportation. XVI. The document showing that Bidder have at least 1 Office in all eight regions in Maharashtra since last 1 year. XVI. The Tenderer should submit following documents along with the bid a) R.C. Book of the minimum 25 trucks for Transportation. or b) Affidavit for transportation arrangements and undertaking from 50 truck owners / Transporter that they will provide the said trucks for transportation work Note1 - All above documents should be duly attested. Non attested documents will not be considered. NOTE 2 - The bidder has to submit the certificate issued by the Chartered Accountant or Government Auditor showing the annual turn over amount as well as experience turnover amount and volume of MT transport. 10

Note 3 : In case of Owner/Proprietor/Partner/Director is not signing the bid document then he should submit the Power of Attorney in the name of person signing the document. 3) Financial Bid: The bidder should quote his offer duly signed in terms of lump sum unit rate per MT at appropriate place of tender documents in commercial / financial bid. 4) Deadline for Submission of Bid: The scheduled date and time submission of tender as mentioned in Tender Notice shall be strictly adhered in all cases. SECTION (II) : BID OPENING AND EVALUATION NAME OF WORK: Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State. 1) BID OPENING: 1) The bids will be opened on prescribed date and time as per NIT as intimated. The bidder/authorized representatives may remain present at the date, time and place stipulated in Detailed Tender Notice. 2) Following procedure will be adopted for opening of bids. First of all information about number of bids received will be announced. 3) The technical bid will be downloaded by the bid opening authority to check their validity as per requirements. If any particular document of any bid is either missing or does not meet the requirements specified, then a note to that effect will be made by the bid opening authority. The Employer will carry out the process of scrutiny and analysis of various documents/ data received in technical bid. 4) The financial bids of bidders, who do not pass through technical bid validity requirements shall not be opened and a note to that effect will be made. 11

6) After analysis and scrutiny of the documents with respect to the requirements of the bidding is over, the Employer shall declare the outcome of the scrutiny and will open financial bid of the bidders whose technical bid satisfies the qualification criteria. 2) BID LIABLE FOR REJECTION: The bid is likely to be rejected if on opening it is found that- a) The bidder has not strictly followed the procedure laid down for submission of bid. b) The bidder has proposed conditions, which are inconsistent with or contrary to the terms and conditions specified. c) Additions, corrections or alterations made by the bidder on any page of the bid document, without affixing signature / initials. d) Any page or pasted slips are missing. e) The bidder has not signed each page of the bid. f) The bidder has specified any additional condition. g) The bidder has not attached all documents as stated in ITB. 3) EVALUATION AND COMPARISON OF BIDS: The Employer will compare the responsiveness of the Bidder. Rate quoted by the responsive bidders. And the bidder who has given lowest price, will be selected. 4) AWARD OF CONTRACT: 1) AWARD CRITERIA: The Employer will award the contract to a bidder / bidders whose bid has been found to satisfy all the requirements of bid document and who has offered the lowest price 12

5) EMPLOYERS RIGHT TO REJECT: The Employer reserves the right to accept or reject any bid, to cancel the bid process and reject all the bids at any time prior to award of contract without thereby incurring any liability to the affected bidders or any obligation to inform affected bidders of the ground of Employer s action. 6) NOTIFICATION OF AWARD: Prior to the expiration of bid validity period or any such extended period, Employer will notify the successful bidder in writing that his bid has been accepted. This letter (herein after called as letter of acceptance) shall name the sum, which the Employer will pay to contractor as prescribed in contract. The notification of award will constitute formation of contract. Upon furnishing the performance security by the successful bidder and after signing the contract agreement, the work order will be issued by Director of Education, Primary, Central Building, Pune - 1. Note-1) Director of Education, Primary, Pune-1 reserve the right of to accept or reject any one or more bidder 2) Director of Education, Primary, Pune-1 is reserve right to Award contract soley to any responsive bidder or to distribute work among responsive bidders 7) PERFORMANCE SECURITY: 1) Within 3 days of receipt of Letter of Acceptance, the successful bidder shall deliver to the Employer a Performance Security of 5% of total approximate value of Contract in form of Bank Guarantee/ Demand drafts from nationalized/ scheduled bank s. 2) The performance security shall be valid for period of 6 months, which shall be released after successful completion of contract. 13

3) Failure of the successful bidder to comply with the requirements of performance security shall constitute sufficient ground for cancellation of the award and forfeit of Earnest Money deposit. 4) EMD amount will be returned to the successful bidder only after receipt of performance security. 8) CORRUPT OR FRAUDULENT PRACTICES: DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 requires that the bidders shall observe the highest standards of ethics the execution of the contracts. In pursuant to this policy. 1) Defines, for the purpose of this provision, term set forth as below i) Corrupt Practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the public official in the procurement process or contract execution; and ii) Fraudulent Practice means a misrepresentation of facts in order to influence a procurement process or execution of the contract to the detriment of the Employer. 2) Will reject a proposal for award, if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. 3) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded any DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 contract, if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 contracts. 14

SECTION (III) : GENERAL CONDITIONS OF CONTRACT NAME OF WORK: Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State. 1) DEFINITIONS: Unless excluded by or repugnant to the context. 1) The expression DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 as used in the tender papers shall mean State Project Director, Director of Education, Primary, Central Building, Pune -1 and the competent authority shall be DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 2) The expression Employer as used in the tender papers shall mean DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 3) The expression "Bidder" or "Tenderer" as used in the tender papers shall mean the agency/firm/organization who is interested to purchase the tender document and then would like to submit the offers as prospective bidder. 4) The Contract shall mean The agreement entered into between the owner and the contractor as recorded in the contract form signed by the parties include all attachment the notice of tender, the sealed quotation and the tender documents including the tender and acceptance thereof together with the documents referred to therein, and the accepted conditions with annexure mentioned therein including any special conditions, specifications, designs, drawings, priced schedule. All these documents taken together shall be deemed to form one contract and shall be complementary to one another. Contract is deed of contract together with its entire accompaniment and those later incorporated in it by internal consent. 5) The Contractor/Supplier shall mean the individual or firm or company whether incorporated or not, undertaking the work and shall include legal representative of such an individual or persons comprising such firms or company as the case may be and permitted, assigns of such individual or firm or company. 15

6) "Employer's/Owners Representative" shall mean as Government Servants / Officers working under the DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 7) The "Contract Sum"/"Contract Price" shall mean the sum for which the tender is accepted. 8) The "Accepting Authority" shall mean DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1. 9) The "Day" shall mean a day of 24 hours from midnight to midnight irrespective of the number of hours worked in any day in that week and working day means school working day excluding holidays. 10) Where the context so requires, words importing the singular only also include the plural and vice-versa. 11) Heading and marginal notes, if any, to the general conditions shall not be deemed to form part thereof be taken into consideration in the interpretation of the contract. 12) The Contract Period means period specified in the tender document for entire execution of contracted works from the date of notification of award. 13) The ITB shall mean Section (I): Instructions to Bidders 2) COMMUNICATION Written notice shall be deemed to have been duly served or delivered in person to the individual or member of the firm or to an officer of the DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 for whom it was intended, if delivered at or sent by registered or certified mail to the last business address known to him who gives the notice. The notice on the Fax Message/E-Mail shall be deemed to have been duly served. The address given in the bidders tender on which all notices, letters and other communications to the contractor shall be mailed or delivered, except that said address may be changed by the Contractor by 16

notifying the owner in writing. This shall not preclude the service of any notice, letter or other communication upon the Contractor personally. 3) E.M.D. / Bid Security: The bidder shall submit a demand draft of bid security as mentioned in tender notice. Bid security submitted as above will be refunded to unsuccessful bidders after award of contract to successful bidder. 4) SECURITIES : Performance Security : The performance security in the form of Bank Guarantee at 5% of the estimated contract Price shall be provided to the Employer not later than the date specified in the Letter of Acceptance and shall be issued in an amount and form and by the bank acceptable to the Employer, and denominated in Indian Rupees. This Bank Guarantee shall be valid for 6 months from date of issuance. After successful completion of the contract and if there is no complaint about the Contractor, the security deposit amount of the contractor will be returned to them after two months period by obtaining an Indemnity Bond. 5) PERMITS, FEES, TAXES: Unless otherwise provided in the contract documents, the contractor shall secure and pay for all permits, Government fees and licenses necessary for the execution and completion of the works. The contractor shall pay all taxes 6) METHOD and PROCEDURE OF TRANSPORT OF BOOKS i) The contractor shall transport the books from Balbharti godowns to block level as per the order. However at district level books will be unloaded for sorting of books and then again loaded for transportation of the same at block level. List of Balbharti godowns, Districts and Blocks is attached Anuxture A. 17

ii) The weight of empty truck and loaded vehicle will be taken for calculation of payment of bills.(i.e. weight of loaded truck-weight of empty truck) iv) It is necessary for the contractor to get the receipt for the books transported by him from district office of Sarva Shiksha Abhiyan. Receipts with the Sr.No. printed on it will be in duplicate. v) The contractor should submit the one receipt to the district office of Sarva Shiksha Abhiyan and another along with bills. 7) INCOME TAX AND OTHER TAX: Income Tax and any other taxes as applicable from time to time, shall be deducted from account bills of the Contractor and a certificate to that extent shall be issued by the concerned authorities. 8) STATUTORY INCREASES IN DUTIES, TAXES ETC.: All the taxes and duties levied by the State and Central Govt. and by Local Bodies at the prevailing rates applicable on the date of receipt of tender shall be fully borne by the Contractor and shall not be reimbursed to him on any account. The tender shall be inclusive of all taxes levies etc. Further DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 shall not honour any claim arising out of any increase in any of the prevailing statutory duties, taxes, levies etc. as the same are inter-alia covered under the Price Variation Clause. At the time of quoting / bidding contractor should bear the above fact in mind. 10) BILLS AND PAYMENTS: The bills of transportation shall be paid by DIRECTOR OF EDUCATION, PRIMARY, CENTRAL BUILDING, PUNE -1 with above conditions. 18

11) PRICE VARIATION: No Price Variation will be payable for to the Contractor during Contract period and extended period if any. 12) PENALTY FOR LATE SUPPLY: The contractor shall transport the material as per the agreement. If the contractor fails to complete delivery within stipulated time then penalty of @ 0.5% per week on undelivered stock will be imposed, provided that books were available at balbharti godown. 13) LAWS AND REGULATIONS: 1) Governing Law: The contract shall be governed by and construed in accordance with the laws and by-laws of India, the State of Maharashtra and the local bodies in this region. All disputes arising under or in relation to this Agreement shall be subject to jurisdiction of the Courts in Mumbai only to the exclusion of other courts. 2) DISPUTES: a) If a dispute of any kind whatsoever arises the matter shall be referred in writing to the Secretary, School Education and Sports Department Maharashtra State Mantralaya Mumbai. b) The Secretary School Education and Sports Dept. Maharashtra State, Mantralaya Mumbai shall give his decision in writing. The decision of Secretary School Education and Sports Dept. Maharashtra State, Mantralaya Mumbai shall be final and binding on both parties. 19

COMMERCIAL BID Price Tender Form (Business Enveloper) Note: The bidder has to fill his offer at appropriate place as mentioned in ITB. Name of Work: Transportation of free textbooks and exercise books from Balbharti godown to block level in Maharashtra State. Name and Add. Of the Applicant :- Tel. No. and Fax No. :- I /We are ready to do the transportation work as mentioned in tender document. We have read the terms and conditions in the Regulations enclosed with the said Tender Application and thereafter only we have signed on the same. The terms and conditions mentioned in the same are binding on me/us and they are agreeable to me/us. I / We hereby declare that I / We have made myself / ourselves thoroughly conversant with the specifications and nature of work regarding such items on which I / We have based my / our rate for this tender. The specifications and leads on this work have been carefully studied and understood before submitting this tender. I / We are / are fully responsible for transportation of said work. Name of work Transportation of free textbooks and exercise books from Balbharti godown to Block level (Including loading, unloading of books Rate in Rs. per Metric Ton (MT) (In Numerical) Rate in Rs. per Metric Ton (MT) (In words) Name, Sign and Seal of the Bidder 20